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Investment requests

Presentation held at the "Dutch PowerApps and Flow User Group" event at Winvision on the 18th of September 2018. The showcase was the business solution "Investment requests" build with SharePoint Online, PnP PowerShell, Flow and PowerApps for an international company.

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Investment requests
Business solution
Thanks
• Host
• Organizers
• Daniel Laskewitz
• Martijn Eikelenboom
• Stefan Strube
• You
2018-09-18 Dutch PowerApps and Flow User Group 2
Who am I?
• Rick Bakker
• Senior productivity consultant | ETTU
• linkedin.com/in/rick72
• Rick72
• https://www.formsandflows.nl/blog
2018-09-18 Dutch PowerApps and Flow User Group 3
Enterprise business solutions
can be made with PowerApps
and Flow
Goal
2018-09-18 Dutch PowerApps and Flow User Group 4
Agenda
• Function description
• DEMO
• Topics
• Questions
2018-09-18 Dutch PowerApps and Flow User Group 5
Function description - Input
• Description of the current process flow.
• 4 Entities (Corporate and 3 Plants).
• An investment request is always related to one entity.
• Color progress indicators.
• Minimize the number of emails.
• Use current Excel file.
• Use Office 365.
• A maximum of 200 investment requests per year.
• International organization. ~1500 employees. ~800 have a Office 365 E3
license.
2018-09-18 Dutch PowerApps and Flow User Group 6
Function description – Input – Process flow
Plant Corporate Amount
Plant Manager - > 0
Business Controller - > 0
Financial Manager Financial Manager > 0
Director Operations Director Operations > 0
Financial Director Financial Director > 25k
CEO CEO > 50k
CFO CFO > 100k
2018-09-18 Dutch PowerApps and Flow User Group 7
Function description - Input - Colors
• Skipped
• Assigned
• Todo
• Approved
• Declined
2018-09-18 Dutch PowerApps and Flow User Group 8
Functional description - Questions
• Current process?
• What to do when declining an investment request?
• Preparation phase?
• Other processes already in Office 365?
• Grouping / Filtering?
• Future changes?
2018-09-18 Dutch PowerApps and Flow User Group 9
Functional description - Current process
• File-share.
• Signature hunting.
• Time consuming because of signatures.
• Process is by-passed.
• No overview.
• And sometimes people like this.
2018-09-18 Dutch PowerApps and Flow User Group 10
Functional description - Decline
• Start from the beginning.
• Not proceeding from point of decline.
• Same ID can be used.
• Document needs to have a revision added.
• Comment is required when declining a task.
2018-09-18 Dutch PowerApps and Flow User Group 11
Functional description - Preparation
• 5 teams
• One for every entity
• Projects
• Can submit investment request for all entities.
• 2 types of files
• Investment requests
• Document
• Permissions
• Read
• Contribute / Start approval
2018-09-18 Dutch PowerApps and Flow User Group 12
Functional description - Other processes?
• No.
• A global setup has been created.
• Site collection per process.
• Master data site collection.
• Overview site collection.
• Tasks
• There were already 2 portals in O365.
• Using Flow
2018-09-18 Dutch PowerApps and Flow User Group
…
13
Functional description - Filtering/grouping
• Extra metadata
• Category / Subcategory
• No PowerApps forms on document libraries (yet)
• Basic setup for now 
2018-09-18 Dutch PowerApps and Flow User Group 14
Functional description - Future changes
• Realistic
• Roles and employees
• Amount levels
• Possibly
• 1-2 extra plants
• Not realistic
• Many new plant
2018-09-18 Dutch PowerApps and Flow User Group 15
Functional description - Design
• Role-based access
• Flexibility
• Authorization matrix
• Amount
• Roles
• Accounts
• Master Data / Overwrite
• Administration
• Task management
• Controlled (change of employee, holidays)
• Uncontrolled (sickness)
• Role management
• Short url’s
• Email with link to file and task
2018-09-18 Dutch PowerApps and Flow User Group 16
Metadata
• Process
• ID
• Unique per investment request
• Entity
• Amount
• Status
• Graphical progress indication
• Automation
• Source library
• Source ID
• Initiator
• Extra
• Filtering/grouping
2018-09-18 Dutch PowerApps and Flow User Group 17
Metrics
• SharePoint (process site collection)
• 26 site columns
• 2 site content types
• 11 SharePoint groups
• 6 document libraries/3 lists/3 custom pages
• PowerApps
• One app
• One SharePoint form
• Flow
• 6 flows
• ~844 actions (5*134 + 174)
2018-09-18 Dutch PowerApps and Flow User Group 18
DEMO
2018-09-18 Dutch PowerApps and Flow User Group 19
Overview
• Status field on file for Teams.
• Graphical progress in document library ‘Requests’.
• Status field on file in document library ‘Requests’.
• Page ‘Overview’.
• For process owner.
2018-09-18 Dutch PowerApps and Flow User Group 20
Authorization matrix
• Columns for
• Entity
• Job Title
• Order (2x)
• Amount
• Overwrite
• Employee
• Process version
The order when retrieving items is important for determining the first
role.
2018-09-18 Dutch PowerApps and Flow User Group 21
Master data
• List ‘Job Titles’
• Column for
• Job Title (including the Plant!)
• Account
2018-09-18 Dutch PowerApps and Flow User Group 22
Tasks
• A fixed content type id.
• Choice and status field.
• Generic properties and process custom properties.
• Assigned to one employee.
• Item-level permissions when in progress.
• Minimize the number of unique permissions
2018-09-18 Dutch PowerApps and Flow User Group 23
Emails
• Shared mailbox
• Checks
• Successful submit
• Tasks
• Decline/Approve
• Templates in list ‘Settings’
• Task email is a HTML e-mail
• Variables
2018-09-18 Dutch PowerApps and Flow User Group 24
SharePoint
• Modern team site
• PnP PowerShell
• Show > Script for creating content type ‘Task P2’
• Some manual configurations
• Site title
• Site logo
• Theme
• Regional settings
• Values for column ‘Entity’
• View on document library ‘Requests’
• Reduce size roles
• Pages
• PowerApps SharePoint form
2018-09-18 Dutch PowerApps and Flow User Group 25
Permissions
• Site
• Team document libraries
• On document when in progress.
• Document library ‘Requests’
• List ‘Tasks’
• On item when in progress.
• Pages
2018-09-18 Dutch PowerApps and Flow User Group 26
Engine (Flow)
• Start approval
• Available for every team
• Corporate
• Plants
• Projects
• Manual start
• Process task
• Automatic start
2018-09-18 Dutch PowerApps and Flow User Group 27
Engine (Flow) - Start approval
• Checks
• Empty fields
• Incorrect values
• File already exists
• Copy file
• Determine required roles
• Update file properties (Requests)
• Create task
2018-09-18 Dutch PowerApps and Flow User Group 28
• Variables
• Update status
• Permissions
• Emails
Engine (Flow) - Process task
• Checks
• “No” status
• Value: -
• Choice is made
• Approved?
• Determine next role
• Done?
• Create task
2018-09-18 Dutch PowerApps and Flow User Group 29
• Variables
• Update status
• Permissions
• Emails
Topics - Flow
• Manual start of Flow
• Create a Flow > Complete a custom action for the selected item
• Manage run-only users
• Edit permissions
• Check > File already exists
• Determine required roles
• Create task
• Determine next role
2018-09-18 Dutch PowerApps and Flow User Group 30
Topics - Flow
• Permissions
• Export / Import
• Number of runs
2018-09-18 Dutch PowerApps and Flow User Group 31
Topics - Flow – Number of runs
• 200 investment request per year.
• Maximum of 7 tasks.
• Every task results in 3 Flow runs
• Update status
Per year: (200 * 1) + (200 * 7 * 3) = 4.400 runs
In license per year: 800 * 2000 * 12 = 19.200.000 runs
2018-09-18 Dutch PowerApps and Flow User Group 32
Topics - PowerApps
• SharePoint form
• Read-only fields
• Required when ‘Decline’
• Already chosen > Read-only
• Again clicking on link in email
• Overview app
• 3 “layers”
• Button ‘Get information’ contains most no-code
2018-09-18 Dutch PowerApps and Flow User Group 33
Administration – Task management
• Change assigned to
• Update permissions.
• Update ‘Quick edit’.
• Change ‘Assigned to’.
• Update ‘Quick edit’.
• Manual inform employee.
• Employee must be in approvers group!
2018-09-18 Dutch PowerApps and Flow User Group 34
Topics - Other
• Overview site collection
• Tasks
• Column/View formatting
• Category/Subcategory
• Version history in document library ‘Requests’
• Pages
• SharePoint groups
• Overview
2018-09-18 Dutch PowerApps and Flow User Group 35
Lessons learned/Best practice
• Flow
• Add update SharePoint action at the end
• Long list to scroll through
• Give actions where the output is used from a meaningful name.
• Give an action a name right after adding it.
• If unclear which value to use > Execute a run and inspect.
• Put comments at actions.
• Be careful when selecting a content type in an action of type ‘Update file
properties’.
2018-09-18 Dutch PowerApps and Flow User Group 36
Lessons learned/Best practice
• Flows
• Updating an expression does not work reliable.
• Check
• Sometimes you get an invalid message when using an expression. Clicking on
[Update] a second time works.
• The order of actions in the list can change.
• Make fields hidden after using them in Flow. Else they are not visible.
• Terminate cannot be used inside a ‘For each’
2018-09-18 Dutch PowerApps and Flow User Group 37
Please vote on
Flow
• Copy action - time saver
PowerApps
• Use PowerApps to customise forms in Document Libraries in
SharePoint Online
2018-09-18 Dutch PowerApps and Flow User Group 38
Questions?
Thank you!
2018-09-18 Dutch PowerApps and Flow User Group 41
2018-09-18 Dutch PowerApps and Flow User Group 42

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Investment requests

  • 2. Thanks • Host • Organizers • Daniel Laskewitz • Martijn Eikelenboom • Stefan Strube • You 2018-09-18 Dutch PowerApps and Flow User Group 2
  • 3. Who am I? • Rick Bakker • Senior productivity consultant | ETTU • linkedin.com/in/rick72 • Rick72 • https://www.formsandflows.nl/blog 2018-09-18 Dutch PowerApps and Flow User Group 3
  • 4. Enterprise business solutions can be made with PowerApps and Flow Goal 2018-09-18 Dutch PowerApps and Flow User Group 4
  • 5. Agenda • Function description • DEMO • Topics • Questions 2018-09-18 Dutch PowerApps and Flow User Group 5
  • 6. Function description - Input • Description of the current process flow. • 4 Entities (Corporate and 3 Plants). • An investment request is always related to one entity. • Color progress indicators. • Minimize the number of emails. • Use current Excel file. • Use Office 365. • A maximum of 200 investment requests per year. • International organization. ~1500 employees. ~800 have a Office 365 E3 license. 2018-09-18 Dutch PowerApps and Flow User Group 6
  • 7. Function description – Input – Process flow Plant Corporate Amount Plant Manager - > 0 Business Controller - > 0 Financial Manager Financial Manager > 0 Director Operations Director Operations > 0 Financial Director Financial Director > 25k CEO CEO > 50k CFO CFO > 100k 2018-09-18 Dutch PowerApps and Flow User Group 7
  • 8. Function description - Input - Colors • Skipped • Assigned • Todo • Approved • Declined 2018-09-18 Dutch PowerApps and Flow User Group 8
  • 9. Functional description - Questions • Current process? • What to do when declining an investment request? • Preparation phase? • Other processes already in Office 365? • Grouping / Filtering? • Future changes? 2018-09-18 Dutch PowerApps and Flow User Group 9
  • 10. Functional description - Current process • File-share. • Signature hunting. • Time consuming because of signatures. • Process is by-passed. • No overview. • And sometimes people like this. 2018-09-18 Dutch PowerApps and Flow User Group 10
  • 11. Functional description - Decline • Start from the beginning. • Not proceeding from point of decline. • Same ID can be used. • Document needs to have a revision added. • Comment is required when declining a task. 2018-09-18 Dutch PowerApps and Flow User Group 11
  • 12. Functional description - Preparation • 5 teams • One for every entity • Projects • Can submit investment request for all entities. • 2 types of files • Investment requests • Document • Permissions • Read • Contribute / Start approval 2018-09-18 Dutch PowerApps and Flow User Group 12
  • 13. Functional description - Other processes? • No. • A global setup has been created. • Site collection per process. • Master data site collection. • Overview site collection. • Tasks • There were already 2 portals in O365. • Using Flow 2018-09-18 Dutch PowerApps and Flow User Group … 13
  • 14. Functional description - Filtering/grouping • Extra metadata • Category / Subcategory • No PowerApps forms on document libraries (yet) • Basic setup for now  2018-09-18 Dutch PowerApps and Flow User Group 14
  • 15. Functional description - Future changes • Realistic • Roles and employees • Amount levels • Possibly • 1-2 extra plants • Not realistic • Many new plant 2018-09-18 Dutch PowerApps and Flow User Group 15
  • 16. Functional description - Design • Role-based access • Flexibility • Authorization matrix • Amount • Roles • Accounts • Master Data / Overwrite • Administration • Task management • Controlled (change of employee, holidays) • Uncontrolled (sickness) • Role management • Short url’s • Email with link to file and task 2018-09-18 Dutch PowerApps and Flow User Group 16
  • 17. Metadata • Process • ID • Unique per investment request • Entity • Amount • Status • Graphical progress indication • Automation • Source library • Source ID • Initiator • Extra • Filtering/grouping 2018-09-18 Dutch PowerApps and Flow User Group 17
  • 18. Metrics • SharePoint (process site collection) • 26 site columns • 2 site content types • 11 SharePoint groups • 6 document libraries/3 lists/3 custom pages • PowerApps • One app • One SharePoint form • Flow • 6 flows • ~844 actions (5*134 + 174) 2018-09-18 Dutch PowerApps and Flow User Group 18
  • 19. DEMO 2018-09-18 Dutch PowerApps and Flow User Group 19
  • 20. Overview • Status field on file for Teams. • Graphical progress in document library ‘Requests’. • Status field on file in document library ‘Requests’. • Page ‘Overview’. • For process owner. 2018-09-18 Dutch PowerApps and Flow User Group 20
  • 21. Authorization matrix • Columns for • Entity • Job Title • Order (2x) • Amount • Overwrite • Employee • Process version The order when retrieving items is important for determining the first role. 2018-09-18 Dutch PowerApps and Flow User Group 21
  • 22. Master data • List ‘Job Titles’ • Column for • Job Title (including the Plant!) • Account 2018-09-18 Dutch PowerApps and Flow User Group 22
  • 23. Tasks • A fixed content type id. • Choice and status field. • Generic properties and process custom properties. • Assigned to one employee. • Item-level permissions when in progress. • Minimize the number of unique permissions 2018-09-18 Dutch PowerApps and Flow User Group 23
  • 24. Emails • Shared mailbox • Checks • Successful submit • Tasks • Decline/Approve • Templates in list ‘Settings’ • Task email is a HTML e-mail • Variables 2018-09-18 Dutch PowerApps and Flow User Group 24
  • 25. SharePoint • Modern team site • PnP PowerShell • Show > Script for creating content type ‘Task P2’ • Some manual configurations • Site title • Site logo • Theme • Regional settings • Values for column ‘Entity’ • View on document library ‘Requests’ • Reduce size roles • Pages • PowerApps SharePoint form 2018-09-18 Dutch PowerApps and Flow User Group 25
  • 26. Permissions • Site • Team document libraries • On document when in progress. • Document library ‘Requests’ • List ‘Tasks’ • On item when in progress. • Pages 2018-09-18 Dutch PowerApps and Flow User Group 26
  • 27. Engine (Flow) • Start approval • Available for every team • Corporate • Plants • Projects • Manual start • Process task • Automatic start 2018-09-18 Dutch PowerApps and Flow User Group 27
  • 28. Engine (Flow) - Start approval • Checks • Empty fields • Incorrect values • File already exists • Copy file • Determine required roles • Update file properties (Requests) • Create task 2018-09-18 Dutch PowerApps and Flow User Group 28 • Variables • Update status • Permissions • Emails
  • 29. Engine (Flow) - Process task • Checks • “No” status • Value: - • Choice is made • Approved? • Determine next role • Done? • Create task 2018-09-18 Dutch PowerApps and Flow User Group 29 • Variables • Update status • Permissions • Emails
  • 30. Topics - Flow • Manual start of Flow • Create a Flow > Complete a custom action for the selected item • Manage run-only users • Edit permissions • Check > File already exists • Determine required roles • Create task • Determine next role 2018-09-18 Dutch PowerApps and Flow User Group 30
  • 31. Topics - Flow • Permissions • Export / Import • Number of runs 2018-09-18 Dutch PowerApps and Flow User Group 31
  • 32. Topics - Flow – Number of runs • 200 investment request per year. • Maximum of 7 tasks. • Every task results in 3 Flow runs • Update status Per year: (200 * 1) + (200 * 7 * 3) = 4.400 runs In license per year: 800 * 2000 * 12 = 19.200.000 runs 2018-09-18 Dutch PowerApps and Flow User Group 32
  • 33. Topics - PowerApps • SharePoint form • Read-only fields • Required when ‘Decline’ • Already chosen > Read-only • Again clicking on link in email • Overview app • 3 “layers” • Button ‘Get information’ contains most no-code 2018-09-18 Dutch PowerApps and Flow User Group 33
  • 34. Administration – Task management • Change assigned to • Update permissions. • Update ‘Quick edit’. • Change ‘Assigned to’. • Update ‘Quick edit’. • Manual inform employee. • Employee must be in approvers group! 2018-09-18 Dutch PowerApps and Flow User Group 34
  • 35. Topics - Other • Overview site collection • Tasks • Column/View formatting • Category/Subcategory • Version history in document library ‘Requests’ • Pages • SharePoint groups • Overview 2018-09-18 Dutch PowerApps and Flow User Group 35
  • 36. Lessons learned/Best practice • Flow • Add update SharePoint action at the end • Long list to scroll through • Give actions where the output is used from a meaningful name. • Give an action a name right after adding it. • If unclear which value to use > Execute a run and inspect. • Put comments at actions. • Be careful when selecting a content type in an action of type ‘Update file properties’. 2018-09-18 Dutch PowerApps and Flow User Group 36
  • 37. Lessons learned/Best practice • Flows • Updating an expression does not work reliable. • Check • Sometimes you get an invalid message when using an expression. Clicking on [Update] a second time works. • The order of actions in the list can change. • Make fields hidden after using them in Flow. Else they are not visible. • Terminate cannot be used inside a ‘For each’ 2018-09-18 Dutch PowerApps and Flow User Group 37
  • 38. Please vote on Flow • Copy action - time saver PowerApps • Use PowerApps to customise forms in Document Libraries in SharePoint Online 2018-09-18 Dutch PowerApps and Flow User Group 38
  • 41. 2018-09-18 Dutch PowerApps and Flow User Group 41
  • 42. 2018-09-18 Dutch PowerApps and Flow User Group 42